How to Set Up a Batch of Macs for a Training Class or Event

Setting up one Mac is easy. Setting up fifteen identical Macs for a training class, a workshop or an event takes a plan. The goal is simple: every machine should look and behave the same, so attendees can follow along and nobody loses time to a different setting or a missing app.

Here's a practical approach for setting up a batch of Macs, whether you're working with a classroom of MacBook Airs or a row of iMacs.

Start with a written checklist

Before you touch the first Mac, write down exactly what each one needs:

• The user account name and whether it needs a password
• The apps to install and any sign-ins
• Wi-Fi network and any other network settings
• Desktop wallpaper, Dock layout and browser home page
• Printer or display connections
• Files or folders that should be on the desktop

Set up one Mac completely using this checklist. Use it as your reference machine, and copy its setup to the others.

Plan the accounts

For training and events, a standard (non-administrator) user account is usually best. It lets users run apps and save files but stops them from changing system settings or installing software. Keep a separate administrator account for setup and troubleshooting, with a password only your team knows.

Decide whether users should sign in with an Apple Account. For most classes and events, it's simpler not to sign in, so you don't have to sign out of many accounts at the end. If an app requires a sign-in, use a shared account created for the event.

Update first

Run Software Update on every Mac before you install apps. Updates can take a while and may require restarts, so do this well ahead of the event. After updating, turn off automatic updates during the event if you want to avoid surprise restarts, then turn them back on afterward.

Install apps consistently

Install the same versions of the same apps on every Mac. Use the App Store for App Store apps, and the developer's official installer for others. Open each app once to clear any first-launch prompts, permission requests or license screens.

Configure settings

Work through System Settings on each Mac to match your reference machine. Common settings to consider:

• Display: Turn off automatic sleep while plugged in during the event.
• Notifications: Turn on a Focus mode or turn off notifications to avoid distractions.
• Desktop & Dock: Pin the apps users need and remove the rest.
• Privacy & Security: Approve camera, microphone and screen recording permissions the training apps need.
• Sharing: Turn off sharing features you don't need.

Use management tools for larger fleets

If you're setting up a lot of Macs, or doing it regularly, mobile device management can save hours. Organizations can use Apple Business Manager with a device management service to push apps and settings to many Macs at once. For smaller groups, a written checklist and some patience usually do the job.

Test like a user

Once a Mac is set up, sign in as the standard user and walk through the session exactly as a participant would. Open every app, sign in where needed, connect to the network, print a page and save a file. Fix anything that doesn't work before you move on to the next Mac.

Number each Mac and its charger, and keep a simple sheet showing which Mac goes where.

On the day

Charge MacBooks fully the night before, or plan power for every seat. Have a spare Mac ready in case one has a problem. Put a short instruction card at each seat with the Wi-Fi name, the account to use and who to ask for help.

Afterward: clean up

When the class or event is over:

• Save any files that need to be kept.
• Sign out of any shared accounts.
• Delete the user's files and browser history.
• If the Macs will be reused by someone else, erase them. On Macs with Apple silicon, and Intel Macs with the Apple T2 Security Chip, Erase Assistant in System Settings removes content and settings. Older Macs need a disk erase and reinstall of macOS.

Need Macs for your next class or event?

If you don't have enough Macs for a training class or event, renting can fill the gap. Read more about the MacBook Pro and MacBook Air, then see Apple rentals at Rentacomputer.com. Rentals ship nationwide with prepaid return labels, and on-site setup is available as an extra-cost add-on. Request a quote with your dates and the number of Macs you need.